Privacy policy
Last updated: September 17, 2025
At Kiyohana, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, share and safeguard your information when you use our website and services.
Your purchase contract is always with Kiyohana, even though we work with trusted fulfilment partners to prepare and ship your orders.
1. Who We Are
Kiyohana is operated by Paul Zwolinski Haar & Visagie, trading as Kiyohana. Our registered office is located at Kleine Houtstraat 96, 2011DR Haarlem, The Netherlands. We are registered with the Dutch Chamber of Commerce (KvK) under number 52966232 and our VAT number is NL002441036B85.
We are the data controller of your personal data under the EU General Data Protection Regulation (GDPR) and the UK GDPR. You can contact us with any questions at support@kiyohana.com.
2. What Data We Collect
When you use our website or place an order, we collect information that allows us to provide you with our services. This includes identity information such as your name and title, contact information such as your email address, telephone number and billing or shipping address, and order details such as the products you purchase and your transaction history. Payment details are processed securely by third-party providers, and we do not store your complete card information. We also collect technical data such as your IP address, browser type and device information, and we use cookies and similar technologies to gather information about how you interact with our website.
3. How We Use Your Data
We use your personal data to process and deliver your orders, to provide you with customer service and respond to your enquiries, to send you transactional emails such as order confirmations and shipping updates, and to meet our legal, tax and accounting obligations. We also use your data to improve our website and the services we offer. With your consent, we may use your data for marketing purposes, including personalised advertising through platforms such as Facebook and Instagram.
4. Facebook Pixel, Instagram Ads and Tracking Technologies
Our website uses cookies and tracking technologies, including the Facebook Pixel and Instagram Ads tags. These tools are provided by Meta and allow us to measure the effectiveness of our advertising campaigns, understand how visitors use our site, and display relevant advertisements to you on Facebook, Instagram and other platforms operated by Meta. When these technologies are enabled, they may collect information about your browsing behaviour, device and interactions with our site, and may link this with your Meta profile if you are logged in.
Because these tools are not essential to the functioning of our website, they are only activated with your explicit consent in accordance with the GDPR, the UK GDPR, and applicable ePrivacy and PECR rules. You are given the option to accept or decline marketing and analytics cookies through the cookie banner or preferences centre that appears when you visit our website. You may change or withdraw your consent at any time. Essential cookies, which are necessary to provide services such as the shopping cart and checkout, do not require consent.
5. Sharing Your Data
We share your personal data only where it is necessary for the performance of our services. This includes sharing with fulfilment partners who prepare, package and deliver your order, payment providers who process your payments securely, and Shopify, which provides our e-commerce platform. We also share information with service providers who assist us with IT, email and analytics. Where you have consented to the use of tracking technologies, we share certain data with Meta (Facebook and Instagram) for the purposes of advertising and retargeting. All partners are contractually required to process your data securely and only for the purposes for which we engage them.
6. Legal Basis for Processing
We process your personal data under several legal bases. When you purchase a product, we process your data because it is necessary for the performance of our contract with you. We also process data where we are under a legal obligation, such as for tax and accounting compliance. We may process your data for our legitimate interests, such as improving our services and preventing fraud, provided that these interests do not override your fundamental rights and freedoms. Finally, we process your data on the basis of your consent when it comes to marketing communications and non-essential tracking technologies such as the Facebook Pixel and Instagram Ads. You have the right to withdraw your consent at any time.
7. International Transfers
As we use Shopify, Meta and other service providers, your data may be transferred outside the EU and the UK, for example to Canada or the United States. When such transfers occur, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission or UK authorities, to ensure that your data remains protected.
8. How Long We Keep Your Data
We retain your personal data for as long as it is necessary to fulfil the purposes for which it was collected. Order and customer records are retained for seven years to comply with tax and accounting requirements. Marketing and tracking data are retained until you withdraw your consent or until the purpose for which the data was collected has been fulfilled. Technical data, such as cookies and analytics, is generally kept for shorter periods in accordance with our Cookie Policy.
9. Your Rights
Under the EU GDPR and UK GDPR you have a number of rights in relation to your personal data. You have the right to request access to the data we hold about you and to request that inaccurate or incomplete data be corrected. You may request the deletion of your personal data, subject to legal and contractual requirements. You may object to the processing of your data or request that we restrict certain processing. You may withdraw your consent at any time, particularly in relation to marketing or the use of tracking technologies, without affecting the lawfulness of processing carried out before consent was withdrawn. You also have the right to receive your data in a portable, machine-readable format and to lodge a complaint with your supervisory authority, such as the Autoriteit Persoonsgegevens in the Netherlands or the Information Commissioner’s Office in the United Kingdom. To exercise your rights, please contact us at support@kiyohana.com.
10. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. These measures include secure servers, encryption, and restricted access to your information.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations or the technologies we use. Any updates will be published on this page with a new “last updated” date.
Contact Us
If you have any questions about this Privacy Policy or the way we handle your data, you can contact us at:
Kiyohana
Paul Zwolinski Haar & Visagie
Kleine Houtstraat 96
2011DR Haarlem
The Netherlands
Email: support@kiyohana.com